Carrier Guide
Learn how carrier operations teams use FTM to manage dispatch, drivers, equipment, shipment execution, documents, settlements, and reporting inside Salesforce. The permanent replacement for the legacy Carrier Guide PDF.
This guide covers
Dashboard Overview
Driver Management
Equipment & Fleet
Dispatch & Load Board
Documents & Communication
Settlements & Payroll
Overview
What You’ll Learn
This guide covers the full carrier operations workflow inside FTM, from daily dashboard review through driver settlements.
Dashboard Overview
Review daily KPIs, revenue by driver, expense breakdowns, and expiring compliance documents from your carrier home page.
Driver Management
Maintain driver profiles, CDL and medical card expiration dates, recruiting pipeline, and payroll settings in Salesforce.
Equipment & Fleet
Track truck and trailer records, maintenance services, inspections, registration expiration, and assignment history.
Dispatch & Load Board
Manage all active loads from a real-time Kanban board. Assign drivers and equipment, update milestones, and track status in one screen.
Documents & Communication
Generate and send Bills of Lading, Rate Confirmations, and Invoices. Attach PODs and use email templates directly from the load record.
Settlements & Payroll
Generate driver settlement reports covering load payments, expenses, and fuel. Preview, download as PDF, or send directly from FTM.
Load lifecycle
A Typical Load in FTM
Each stage produces or updates a record in Salesforce. Nothing is re-entered between steps.
Load Assignment
Load received, record opened
Dispatch Planning
Driver and equipment selected
Driver Assignment
Driver notified via app
Pickup
Pickup confirmed, BOL attached
In Transit
Status live, milestones updated
Delivery
Delivered, milestone set
Proof of Delivery
POD captured and attached
Billing & Settlement
Invoice generated, driver paid
Dashboard
Dashboard Overview
Your FTM home page opens to the Carrier Overview dashboard, giving you a live view of operational and financial performance without opening any individual records.
Carrier Overview Dashboard
The Carrier Overview shows Sales by Dispatcher, Revenue by Driver, Revenue by Customer, Expenses by Type, Sales by Date, and Profit/Loss charts. All data reflects live Salesforce records with no export required.
Start each day on the Carrier Overview dashboard before opening individual load records. The Revenue by Driver chart immediately shows which drivers are active and generating revenue.
Use the Profit/Loss chart to identify trucks or drivers where fuel and expense costs are reducing margin. Investigate outliers before they become billing problems.
Subscribe to the dashboard using the Subscribe button to receive a scheduled email snapshot. Ask your administrator to set the delivery time to match your morning review.
Figure 1 Carrier Overview home page showing Sales by Dispatcher, Revenue by Driver, Revenue by Customer, Expenses by Type, Sales by Date, and Profit/Loss by truck.
Expiring Documents Dashboard
The home page also surfaces expiring compliance documents as live list views: Fleet Expiring Registrations, Worker Expiring CDLs, and Worker Expiring Medical Cards. Each list updates automatically and flags records approaching expiration.
Review the expiring document lists daily. A driver with an expired CDL or medical card cannot legally operate. FTM surfaces these proactively so you can act before compliance fails.
Fleet Expiring Registrations shows the trailer or truck unit number, license plate, driver, and exact expiration date. Click any row to open the equipment record and attach the renewal.
Figure 2 Home page compliance dashboard showing Expiring Registrations (trailers T2697, T2698), Expiring CDLs (three workers with expiration dates and endorsements), and Expiring Medical Cards.
Driver management
Managing Drivers
FTM stores each driver as a Worker record in Salesforce, containing employment details, CDL and medical compliance, payroll settings, and a full activity history.
Driver Profile
Each Worker record holds personal information, employment dates, CDL endorsements, license number and expiration, medical card expiration, emergency contact, payroll settings (hourly rate, per-mile rate, percentage pay), and recruiting stage.
Keep CDL Expiration and Medical Card Expiration dates current. FTM uses these fields to surface expiring documents on the home page compliance dashboard.
Set the correct payroll method (hourly, per-mile, or percentage) at onboarding. This setting feeds directly into the settlement calculation when a driver runs loads.
Use the Settlement button in the action menu to generate a pay report for the selected driver. The settlement pulls all load payments and expenses within the date range you specify.
Figure 3 Worker record for Eric Ramsey showing personal details, CDL endorsements (Hazmat, Tanker), license number A2928462, CDL expiration 5/22/2025, medical card expiration 5/11/2021, payroll settings (80% percentage pay), and the Settlement action button.
Driver Recruiting Pipeline
The Workers Recruiting Kanban tracks driver candidates from first contact through hired status. Stages include: Information Requested, Reaching Out, Not Qualified, Not Interested, Interested, Processing, Approved, Orientation Scheduled, and Hired.
Move candidates through the Kanban by dragging cards or updating the Recruiting Stage field on the Worker record. The Kanban reflects the current stage in real time.
The Hired column shows drivers who have completed onboarding. Once hired, use Mark Recruiting Stage as Complete to finalize the record and move the driver to active status.
Figure 4 Recruiting Kanban showing driver candidates across stages: Reaching Out (Watson, Tom), Interested (Niels, Camon), Processing (Jim, Sam), Approved (Matt, Juan), Orientation Scheduled (Samuel, Mike), and Hired (Samson, Dan, Ramsey, Eric).
Driver Related Records
The Related tab on each Worker record shows attached compliance files (CDL scans, insurance), assigned loads with pickup city and date, expense records (tires, owner-operator pay, other), and violation records. Everything is visible in one record without switching screens.
Attach CDL and medical card scans to the Worker Files section at onboarding. These are required for compliance audits and are stored permanently in Salesforce.
Review driver expenses before generating a settlement. Expenses (tires, fuel, owner-operator pay) are deducted from gross earnings in the settlement calculation.
Figure 5 Worker Related tab showing Files (CDL document attached), Loads (L-31 and L-117 from Irvine CA), Expenses (E-3 Tire $800, E-4 Owner Operator Pay $1,200, E-64 Other $100, E-93 Tire $600), and Violations (V-1).
Equipment & fleet
Managing Equipment
Each truck and trailer is stored as a Fleet record in Salesforce with maintenance history, inspection records, driver assignment, and registration compliance tracking.
Equipment Record
Each Fleet record contains unit number, equipment type, make, model, year, VIN, license plate, registration expiration, purchase date and price, odometer readings, assigned drivers, and a full service and inspection history. Registration expiration feeds directly into the home page compliance dashboard.
Keep Registration Expiration current on every fleet record. FTM uses this date to surface expiring equipment on the home page Expiring Registrations list. Outdated records produce false compliance alerts.
Log all maintenance in the Services section of the fleet record (parts, repairs, tire changes). This creates a permanent maintenance history that supports DOT audits and resale valuation.
Link trucks to trailers using the Coupled With field. This relationship makes it easy to identify which trailer is paired with each truck at dispatch time.
The Inspections section tracks DOT inspections by type and result. Add inspections immediately after completion so the record reflects the actual compliance status.
Figure 6 Equipment record for Truck-9 (Freightliner Cascadia 2017, VIN 989324OUIFENJR324) showing purchase price $135,900, registration expiration 12/28/2020, assigned drivers (Daniels, Samuel), 227,165 odometer, 2 inspections (I-3 Yearly Passed, I-6 Highway Patrol), and 5 service records totaling $5,850.
Dispatch & load board
Dispatch & Load Management
Manage all active loads from a real-time Kanban board and work individual load records through pickup, transit, delivery, and billing.
Dispatch Board
The Loads Dispatch Kanban groups all active loads by status across columns: None, Assigned, Dispatched, In Transit to Pickup, At Shipping, In Transit to Delivery, At Receiving, and Delivered. Each card shows load ID, customer, dispatcher, and origin/destination. Loads move between columns as milestones are updated.
Use the Dispatch Kanban as the primary view during operating hours. It gives you a real-time count by status column so you know exactly how many loads are in each stage without running a report.
Update load status immediately when events occur. Delayed status updates cause the Kanban to misrepresent actual operations and reduce visibility for dispatchers reviewing the board.
Figure 7 Dispatch Kanban with 73 active loads grouped by status: None (9), Assigned (3), Dispatched (7), In Transit to Pickup (5), At Shipping (6), In Transit to Delivery (7), At Receiving (3), Delivered (33). Each card shows load ID, customer, origin/destination, and dispatcher.
Load Record
Each load record holds the full lifecycle of a shipment: load info (driver, lane quote, requirements, dispatcher), pickup and delivery addresses and appointment times, customer details, rate, billing status, and a document generator bar for Create Invoice, Bill of Lading, and Rate Confirmation PDFs. All related records (files, stops, line items, pay items) are accessible from the Related tab.
Use the Create Invoice, Bill of Lading, and Rate Confirmation buttons in the action bar to generate PDF documents directly from the load record. These pull all load data automatically and support customizable templates.
Mark Status as Complete only after POD is attached and the invoice has been generated. Completed loads feed into settlement calculations and close the billing cycle.
Figure 8 Load record showing Status: Delivered, driver Samuel, dispatcher Thomas King, requirements (Straps, Load Locks, Driver Assist), customer AB Plastic INC, rate $2,500, total $2,600. Action bar shows Create Invoice, Bill of Lading, and Rate Confirmation PDF generators. Files section shows Scale Tickets and PoD L-1 attached.
Load Details & Rates
The Details tab on the load record contains customer, invoice status, rates and distances (rate, total line items, distance, rate per mile, factoring rate), equipment (truck and trailer linked records), and full specification fields (weight, commodity, hazmat). Pay status and pay date confirm settlement completion.
Confirm Distance and Rate per Mile after delivery. These values feed into driver settlement calculations if the driver is on a per-mile pay structure.
Factoring Rate (%) is applied automatically to calculate Total After Factoring when factoring is in use. Verify this field is correct before generating the invoice to avoid billing discrepancies.
Figure 9 Load Details showing customer AB Plastic INC, invoice date 2/8/2020, Invoice Status: Payment Received, Rate $2,500, Total Line Items $100, Total $2,600, Factoring Rate 2.00%, Total After Factoring $2,548, Distance 1,161 miles, Rate per Mile $2.15, Pay Status: Paid (3/2/2020), Truck: Truck-9, Trailer: T2698.
Documents & communication
Documents & Communication
Generate PDFs, attach compliance documents, manage PODs, and communicate with drivers and customers from the load record.
Invoice PDF
Click Create Invoice on any delivered load to generate a branded PDF invoice. The invoice includes the FTM company header, customer billing address, origin and destination stops, pay items (lumper, line items), base rate, and total amount. Templates are fully customizable.
Generate the customer invoice within one business day of POD confirmation. Delayed invoicing extends the cash cycle and increases the likelihood of billing disputes.
Verify all line items (lumper, fuel surcharge, detention) are captured on the load record before generating the invoice. Line items added after generation require a manual correction.
Figure 10 Invoice PDF for Load #1, AB Plastic INC, Irvine CA to Bellevue WA. Pay Items: Lumper/Unloading $100. Total Line Items: $100, Base Rate: $2,500, Total Amount: $2,600.
Email Templates
Send load-specific emails directly from the load record using built-in templates: Load to Driver, Load to Carrier, and Quote on Lane. Templates auto-populate load details including confirmation number, pickup and delivery addresses, appointment times, contact information, and stops. Create and save custom templates as needed.
Use the Load to Driver template to send pickup instructions directly from FTM. This keeps communication tied to the load record and creates an audit trail visible to all team members.
Emails sent from the load record appear in the Activity section, so dispatchers can see what has been sent and when without asking the sender.
Figure 11 Load email template in use showing Load to Driver template with confirmation number sb8172635, pickup address (1 Main, Irvine CA 92614, 1/8/2020 9:30 PM), delivery address (643 147TH PL NE #D, Bellevue WA 98007), and contact Jack Ramsey.
Load Related Records & POD
The Related tab on the load record shows all linked objects: Stops, Line Items, Expenses, Files, Locations, Legs, Cargo Items, and Pay Items. Scale Tickets and POD documents are attached here and visible to customers through the portal once attached.
Attach POD to the load Files section as soon as delivery is confirmed. Tag it as Proof of Delivery so it appears correctly in reports and the Customer Portal.
Check Pay Items before generating the driver settlement. Pay Items linked to the load determine what the driver earns. Missing or incorrect pay items cause settlement discrepancies.
Figure 12 Load Related tab showing Stops (0), Line Items (LI-9 Lumper/Unloading $100), Expenses (0), Files (Scale Tickets 137KB, PoD L-1 157KB), Locations (0), Legs (0), Cargo Items (0), Pay Items (PI-3).
Settlements & payroll
Settlements & Payroll
Generate driver settlement reports from the Worker record. Settlements summarize load payments, expenses, and fuel for any date range, and can be sent as PDF directly from FTM.
Settlement Report Generation
Open the driver’s Worker record and click Settlement from the action menu. Set the start and end dates, then click Display Report to preview. The report shows Load Payments Summary (pickup/delivery, distance, rate, percentage, pay date), Expenses (tires, owner-operator pay), Fuels, and a Net Pay total. Click Show Report as PDF to download or Send Report to deliver it by email.
Run settlements on a consistent schedule, weekly or biweekly, so drivers receive timely pay and discrepancies are caught close to the load date rather than retroactively.
Review the Expenses section before finalizing. Tire purchases, owner-operator advances, and other expense types are deducted from gross load earnings. Verify each item is correct before sending.
Use Show Report as PDF to review the settlement before sending. Confirm the net pay matches expectations before delivering to the driver.
Figure 13 Settlement generation screen for Eric Ramsey (9/1/2017 to 9/8/2020) showing Load Payments Summary (two Irvine-to-Seattle loads at 80% rate totaling $4,560), Expenses (Tire $800, Owner Operator Pay $1,200, Total $2,000), and Net Pay $2,560.
Figure 14 Settlement PDF for Ramsey showing formatted Load Payments Summary with pickup/delivery cities and dates, Distance 1,161 miles, Rate $2,900 and $2,800 at 80%, Total Share $4,560, Expenses $2,000, Net Pay $2,560.
Day-to-day reference
Common Daily Activities
Expand each task for step-by-step instructions and best practices. Click any task to open it.
1
Review the Dashboard and Expiring Documents
Start each operating day by reviewing the Carrier Overview dashboard and compliance expiration lists before dispatching any loads.
1
Log in to Salesforce and open the FTM app from the App Launcher2
The Home page opens to the Carrier Overview dashboard. Review Revenue by Driver and Sales by Dispatcher charts3
Scroll down to review Fleet Expiring Registrations, Worker Expiring CDLs, and Worker Expiring Medical Cards lists4
Click any expiring record to open it and attach the renewal document or update the expiration date5
Do not dispatch a driver whose CDL or medical card is expired or within 7 days of expirationSubscribe to the Carrier Overview dashboard to receive a morning email summary. Open Salesforce and click Subscribe on the dashboard header to set the schedule.
2
Assign Loads and Dispatch Drivers
Open unassigned loads from the Dispatch Kanban, assign equipment and driver, and update status to Dispatched.
1
Open the Loads Dispatch Kanban view from the Loads navigation tab2
Locate loads in the None or Assigned column that need to be dispatched3
Open the load record and confirm pickup address, delivery address, and appointment times are complete4
Assign the Driver field from the worker lookup. Assign Truck and Trailer from the fleet lookup fields5
Update Status to Dispatched and save. The load moves to the Dispatched column on the Kanban6
Use the Load to Driver email template in the Activity section to send pickup instructions to the driverDo not dispatch a driver without verifying their CDL and medical card are current. Check the Expiring CDLs list on the home page before each dispatch session.
3
Update Shipment Milestones
Update load status as each event occurs. Milestone accuracy affects dashboard reporting, customer portal visibility, and on-time performance metrics.
1
Open the active load record from the Dispatch Kanban or the Loads list view2
When pickup is confirmed, update Status to In Transit to Pickup, then At Shipping, then In Transit to Delivery3
Enter Pickup Arrival and Pickup Departure date/time fields when the driver checks in and departs the pickup facility4
Update Status to Delivered when delivery is confirmed. Enter Delivery Arrival and Delivery Departure times5
Save each update immediately. Drivers can also update status directly from the FTM Driver App, which syncs to Salesforce in real timeUpdate milestones as events happen, not at end of shift. Batch updates at end of day produce inaccurate on-time reporting that cannot be reconciled retroactively.
4
Upload Proof of Delivery
Attach the signed POD to the load record immediately after delivery confirmation. POD is required before generating an invoice or driver settlement.
1
Open the delivered load record2
Navigate to the Related tab and locate the Files section3
Click Add Files, select the POD document, and tag it as Proof of Delivery4
Save. The document is immediately visible to the customer through the Customer Portal5
Drivers using the FTM Driver App can capture and submit PODs at delivery, which attaches directly to the load recordPODs held for batch upload are frequently missing when invoices are generated. Attach at delivery. A load without a POD should not be invoiced or settled.
5
Generate a Customer Invoice
Create the invoice from the delivered load record. The rate, line items, and customer details are pre-populated from the load.
1
Open the delivered load record and confirm POD is attached in the Files section2
Verify all accessorial line items are captured (lumper, fuel surcharge, detention)3
Click Create Invoice in the load action bar. FTM generates the invoice PDF from the load data4
Review the invoice total and confirm it matches the expected rate plus line items5
Send through your accounting system or use the Email activity on the load record to deliver itInvoice within one business day of POD confirmation. Delayed invoicing extends your cash cycle and makes it harder to dispute accessorials with customers who no longer recall the delivery details.
6
Generate a Driver Settlement
Produce a driver pay report covering load earnings, expenses, and fuel for a defined date range. Preview as PDF and send directly from FTM.
1
Open the Worker record for the driver you are settling2
Click the Settlement button from the action menu (top-right dropdown)3
Set the Start Date and End Date for the pay period4
Click Display Report to preview the settlement. Review Load Payments Summary, Expenses, Fuels, and Net Pay5
Click Show Report as PDF to download, or Send Report to email the settlement directly to the driverVerify expense records on the driver’s Worker Related tab before generating the settlement. Expenses are deducted from gross earnings. An expense logged against the wrong driver will underpay that driver and overpay another.
7
Log a Maintenance Service
Record truck or trailer maintenance on the Fleet record immediately after service to maintain a complete maintenance history.
1
Open the Fleet record for the truck or trailer that received service2
Navigate to the Related tab and locate the Services section3
Click New in the Services section. Enter Type (Parts, Repair), Amount, and Description4
Save the service record. The Total Service Amount on the fleet record updates automaticallyLog all maintenance at the time of service. A complete service history in FTM supports DOT audits, tracks warranty claims, and provides resale documentation. Gaps in the record create compliance risk.
8
Review Operational Reports
Review performance metrics, revenue attribution, and expense summaries using native Salesforce reports and dashboards.
1
Open the Dashboards tab in Salesforce and select Carrier Overview or Revenue Charts2
Apply filters by dispatcher, truck, or date range using the dashboard filter bar3
Navigate to Reports and open the FTM folder for pre-built reports: Revenue by Driver, Expenses by Type, Profit/Loss by Truck4
Export to Excel if needed for external review or financial reconciliationDashboard data is only as accurate as the underlying load records. If a metric looks wrong, check the source records before assuming a reporting error. Milestone or billing field gaps cause reporting inaccuracies at the record level.
Operational guidance
Recommended Operational Practices
Practices that reduce compliance risk, protect driver pay accuracy, and keep fleet operations running cleanly inside FTM.
01
Keep driver compliance dates current before every dispatch
CDL and medical card expiration dates on the Worker record feed the home page compliance dashboard. An outdated expiration date produces a false clear and exposes the operation to liability. Update both dates as soon as renewals are received.
02
Update load milestones at the time of each event
Pickup confirmed, in-transit, and delivered milestones should be updated as events occur. Batch updates at end of shift produce inaccurate dashboards, reduce Customer Portal visibility, and create on-time reporting that cannot be corrected retroactively.
03
Attach POD to the load record before generating any invoice or settlement
An invoice without a POD creates a dispute risk. A settlement without a POD means the load may not be included correctly. Attach POD at delivery and do not proceed to billing or settlement on any load where POD is missing.
04
Log all fleet maintenance on the equipment record immediately after service
Service history in FTM is the permanent maintenance record for DOT audits, warranty claims, and resale documentation. Logging maintenance days after service creates gaps that cannot be reliably reconstructed and may not match repair invoices.
05
Verify driver expenses before generating settlements
Expenses logged on the Worker record are deducted from gross load earnings in the settlement calculation. An expense attributed to the wrong driver underpays that driver and overpays another. Review the Related tab before finalizing any settlement.
06
Use FTM dashboards instead of spreadsheets for fleet and load tracking
The Carrier Overview dashboard reflects live Salesforce records and requires no manual update. Spreadsheets maintained alongside FTM introduce version drift and frequently disagree with the system of record at the moment decisions are made.
How do I dispatch a driver?
+
Open the load record, assign the Driver field from the worker lookup, assign Truck and Trailer from the fleet lookups, and update Status to Dispatched. Use the Load to Driver email template in the Activity section to send pickup instructions directly from the load record.
Where do I upload Proof of Delivery?
+
Open the delivered load record, navigate to the Related tab, and locate the Files section. Click Add Files, select the POD document, and tag it as Proof of Delivery. Drivers can also submit PODs directly from the FTM Driver App at delivery, which attaches automatically to the load record.
How do I generate a driver settlement?
+
Open the driver’s Worker record and click Settlement from the action dropdown. Set the start and end date range, click Display Report to preview, then choose Show Report as PDF to download or Send Report to email it directly to the driver. The report includes load payments, expenses, and net pay.
How do I track shipment progress?
+
Use the Dispatch Kanban under the Loads tab for a real-time board view grouped by status. Click any load card to open the detail view for milestone history and carrier contact. Drivers updating status from the Driver App sync changes to Salesforce in real time.
Where can I manage driver and equipment compliance?
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Open the FTM home page to view the Expiring CDLs, Expiring Medical Cards, and Expiring Registrations lists. Click any record to open it and update the expiration date or attach renewal documentation. CDL and medical card expiration dates are stored on the Worker record under Permits. Registration expiration is on the Fleet record.
How do I generate an invoice?
+
Open the delivered load record and click Create Invoice in the action bar. FTM generates a PDF invoice using the load rate, customer billing details, and any line items. Verify POD is attached and all accessorials are captured before generating.
Who do I contact for support?
+
Contact FTM support at [email protected] or call +1 (949) 800-7197. For platform architecture, implementation planning, or advanced configuration discussions, book an executive session. Response within one business day.
Support
Need Assistance?
Contact Support
For dispatch workflow questions, driver and equipment setup, document handling, settlement support, dashboard review, and technical issues. Response within one business day.
Book an Executive Session
For carrier workflow design, dispatch process planning, driver app rollout, settlement configuration, fleet reporting, and enterprise operations discussions. Not for day-to-day operational support.
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